The Project

Conference Platform - Case Study Saas System Design (UX,UI, Design System, Visual Language)

Live Conference is a B2B SaaS product designed for ThisPlay Productions Group. This B2B product aims to bring the world of conferences and trade shows to the digital world. This system brings together all the processes that occur during a conference in person, whether it be lectures, mingling, sales meetings, meetups, advertisements and more – and brings them online.

The process of product design and specification was intensive. Different parallel formations were built that were fitted according to the needs of the client, conferences, conventions, and product marketing, among others. The goal was to create a good user experience that fully represented the needs of the client (conference organizers), and the user (conference attendees), just like in the real world.

The Pain

In the real world, conferences offer their participants a variety of opportunities for engagement and networking, through various physical spaces, meeting rooms, large conference halls, sound and visual experiences, design and giveaways. All of these elements disappear when the conference is held online or on a digital platform. Our job was to find a solution to this predicament and to realize the full potential of online conference experiences.

The Challenge

1. Create online conference experiences that maintain the luxury and exclusivity of in-person conferences.
2. Enabling the users of the platform to experience everything that the conference has to offer without losing their attention while sitting in front of a computer all day.
3. Enabling users to orient themselves in the digital space in a unique fashion, so as not to emphasize the lack of real world engagement.
4. Encouraging the user to meet and engage with conference participants while attending the digital conference.

The Process

We reviewed the unsolved pains and challenges in creating such a solution and researched how it is possible to create a solution that bridges the conference experience into the digital world without degrading its benefits. We conducted interviews with potential user who are a conferences participants, In the interviews we identified pains that exist in the real world and can be addressed in the digital world.

n addition to the interviews, we ran surveys among the company's previous clients, both on the side of the conference organizer and on the the participants side, in order to get answers and a comprehensive overview of the conferences experience and ways to improve them.

Some of The Surveys and Interviews Asked Questions

1. Do you like attending conferences?

2. What do you like about the conference experience?

3. What is a good conference experience in your opinion?

4. Is the direct meeting with the conference participants necessary for the conference experience?

Key Quotes From The Surveys and Interviews

1. ״Physically arriving at the conference takes a lot of energy from me״

2. ״I would be happy if I could know in advance who is attending the conference so that I can make more connections״

3. ״Sometimes being in the conference hall all day makes me tired״

4. ״In order to orient myself to the location of each meeting at the conference, I make sure to arrive earlier״

Personas & Users Journey

The Organiser side

The Participants side

Event opening

Settings

Conference invites

Updates & maintenance

Provide info

Registration

Onboarding

Site first review

Event view

F2F

Mails & Newsletters

Info Counter

Main User Flow

The system has two behaviours: Before the start of the conferences, and during the conference.

Before the conference, the system presents the user with features such as registration to events that are relevant to them, and allows users to schedule business meetings with other conference attendees. The second behavior is When the conference begins, the user goes through a different process in which the system operates live. The system produces the conference, presents lectures and allows for meetings.

In addition to lectures and meetings, the system is comprised of a large amount of content. There is an option of demoing products that clients are presenting at the convention, and an overview of the convention in a 3D space that simulates an information booth that

answers users' questions.

Final Conclusions & implementations

1. Homepage Screen that will be the conference lounge

The homepage of the online platform serves as the main conference page where users can see how is speaking, see the schedule and find out about the conference sponsors. It was built as a landing page that is easily accessible so that it would be clear to the user how they can navigate the conference and its content.

2. Dynamic Grid For Any Schedule Configuration Need

In order to allow each producer to customize their conference, we decided that the main schedule page should be dynamic and easily editable according to their needs. We built a layout that allows the conference producers to edit the structure of their event with one main "exhibit hall", meetup rooms, workshop rooms and even "face to face" meetings for the participants.

3. The Digital Advantage

We found that online platforms have a clear benefit over real-world conference settings - the ability for participants to connect prior to the conference. Therefore, we decided to realize this unique benefit by creating opportunities for sharing content and enabling meetups that provide an introduction to the topics to be presented at the conference, allowing all of the participants to view and engage with the rest of the attendees. They could also set up meetings with them before the conference started. We created opportunities for the users to engage with the platform prior to the start of the conference to inhibit confusion or connection issues during the conference itself, minimizing the chance that a participant would miss out on a certain lecture or meeting while the conference is on-going.

Main_Conference Participants_Invtation popup1 1 (1).png

4. Converting the In-Person Conference Assets into Platform Features

Instead of an information booth, which is usually present at conferences, we created an online chat where participants could ask questions or get help for their queries as needed. A representative would assist the users during the conference, providing answers to their questions or sending emails to the conference producers, as needed.